Buyers Work Centre: Amending Orders Responsibility Navigate iprocurement Buyer Buyers Work Centre > Orders You are restricted to what amendments can be made to orders. The following amendments can be made: adding a note/instruction to a supplier to an existing order amending a tax code (can also be done at the AP stage) tracking an item as an asset (can also be done at the AP stage) cancelling an order line (as long as order is not receipted) cancelling an entire order (as long as order is not receipted) finally closing an order (only if invoice has been processed but not matched to PO) finally closing an order line (only if invoice has been processed but not matched to PO) Once an amendment has been made to an already approved order, the order may require re-approval depending on the type of amendment and what the approval limit is of the individual making the amendment. Revised versions of Marketplace orders do not automatically transmit. The following amendments are to be made at the Accounts Payable stage (do not amend the original order). account code price Amendment Cancel line Cancel order Adding instruction or note of Confirmation Order Revised PO value within approval limit Revised PO value outside approval limit Submit the cancellation and the order status will be Approved, Reserved Status will automatically change to Cancelled Submit the change and the order status will be Approved, Reserved Forward for approval Pre-requisites: You must find the order. If you do not know how to search for an order then refer to the separate guidance notes: Buyers Work Centre: Searching. Version 10.0 7-Jun-16 Page 1 of 9
Adding an instruction to an already raised order or indicating it s a confirmation order If you need to add an instruction to an already approved Non-Catalog order once it has printed then you can do this via the Buyers Work Centre. This will print out at the top of the order in the instruction box. 1. First find then Select the radio button for the order you wish to add the instruction to. 2. Navigate to the Select Order field, which should default in with Update and click Submit. 3. The Update Standard Purchase Order screen displays. 4. Complete the Note to Supplier field. 5. Click Save. 6. If relevant you can indicate whether this is a confirmation order by amending the drop down list at the top of the order header. 7. The status of the purchase order will now be Requires Re-approval, Reserved. 8. If you have sufficient approval authority, click Submit and the order status will change back to Approved. 9. If you don t have sufficient authority, you will need to click on Approval Options. In the Approval Path field enter the Surname of the colleague you are forwarding the order to for approval and Tab, the name of your colleague will either default in or you may need to Quick select. Click Submit Document. 10. If a revised order doesn t automatically print once the order status is Approved and a copy needs to be sent to the supplier, follow instructions on Buyers Work Centre: Re-printing orders. Amending a tax code You can amend a tax code on an order that has a status of Approved, with a closure status of Open and which is not receipted or matched to an invoice. If not, the code can be amended at the Accounts Payable stage of processing the invoice. Version 10.0 7-Jun-16 Page 2 of 9
1. Click on the order number that the amendment relates to. This will display the Header screen of the order. 2. Click Update. 3. Navigate to Actions and amend to Change Amount, Go and Save. 4. Navigate back to Actions, select Manage Tax and Go. 5. Warning message may display asking you to save your work, if so click Yes. Version 10.0 7-Jun-16 Page 3 of 9
6. Click Additional Tax Information. 7. Amend the code accordingly by deleting the incorrect code and either manually typing in the code e.g. ME and use % to assist searching or use the magnifying glass. 8. Click Apply and the Tax screen will display and the Non-recoverable, Recoverable and Total Tax fields will amend accordingly. 9. Click Return to Update Standard Purchase Order. 10. Click Submit. The order status will be Approved with a closure status of Open. 11. If needed, you can the re-print the order and send it to the supplier. Refer to the separate guidance on Buyers Work Centre: Re-printing Orders. No amendments will submit electronically. Tracking an item as a fixed asset 1. Click on the relevant order number to display the order Header screen. 2. Click Update. 3. Navigate to Distributions tab and click on the Pencil icon for the relevant line. Version 10.0 7-Jun-16 Page 4 of 9
4. In the Details section complete the Track as Asset field with a Y. 5. Click Apply. 6. A confirmation message will display, you must click Save for the changes to be confirmed. The order status will be Approved, Reserved. Cancelling an order line This process can be carried out as long as the item has not been receipted or matched to an invoice. Contact the supplier, unless they contacted you, to advise that the product is not required and upon confirmation proceed to cancel the line in UFS. 1. Find the purchase order for the line you wish to cancel and make note of the PO number. 2. Click the Lines tab and in the Add Another list select Order and click Add. 3. Enter the PO number in the Order field and click Go. The lines of the PO will display. 4. Click the Select button for the line you wish to cancel. Version 10.0 7-Jun-16 Page 5 of 9
5. In the Select Line drop down box select Cancel and click Go. iproc Detailed Procedure 6. A cancel line screen displays with a warning message advising that the action cannot be reversed. 7. Complete the Reason and Note to Supplier field. 8. If the item was from the Marketplace then the communication method will default in as XML. However, amendments to Marketplace orders will not transmit directly to the supplier, the order will need to be reprinted and either scanned and emailed, or faxed. If it was a non-catalog item then the communication method will default in as None. Amend to Print if need-be. Email function is not yet active so please do not use. 9. The Cancel Requisition field defaults in as Yes, which should remain as this. 10. Click Apply. 11. The Line screen will display, the amount will be zero with a status of cancelled. Make note of the purchase order number and click on Clear. 12. Click on the Headers tab and enter the order number into the Order field and click Go. 13. The status of the order will be Requires Reapproval. 14. In the Select Order field ensure it states Update and click Submit. This will display the order on the screen. Version 10.0 7-Jun-16 Page 6 of 9
15. Click on the Submit button regardless of your limit and this should submit your cancellation and update the status to Approved. 16. Re-print the order and send a copy to the supplier to confirm the cancellation. (Refer to separate detailed document) If you re-queried the PO by clicking on the number, and then the Lines tab, you will see that the line quantity is zero as well as the amount. If you want to know why it was cancelled you can click on the details icon and if a note to the supplier was entered at the cancelled stage it would display in the Notes section on the screen. Cancelling an order You can cancel an order up to the time the item/service has been receipted in CUFS. If receipting has taken place then the item/service will need to be returned to enable this process to be followed. Contact the supplier, unless they contacted you, to advise that the product is not required and upon confirmation proceed to cancel the line in CUFS. 1. From the Orders tab, find and Select the order you wish to cancel. 2. Amend the Select Order drop down list to Cancel and click Submit. A warning message advises that the action cannot be reversed. 3. The Cancel Standard Purchase Order screen displays. Version 10.0 7-Jun-16 Page 7 of 9
4. Complete the Reason and Note to Supplier field. 5. Non-Catalog Communication Method is None. Amend to Print and it will print from the set-up of the person cancelling the document as long as it was completed in Personal Profiles. Communication for Marketplace is XML. However, it will not transmit directly and you will need to print and send it to supplier. 6. Ensure the Cancel Requisition remains as Yes. 7. Click Apply. The status will be Cancelled and the closure status will be Closed. 8. The order will now require reprinting and faxing or emailing to the supplier as confirmation. Finally closing a purchase order After reviewing the open purchase order report it may be necessary to Finally Close a purchase order or purchase order line. This ensures that the commitment of funds is removed. You can only Finally Close an order when it has a status of Approved, cancelled or closed. However, please use Finally Close with caution! Note Finally Closing prevents any further transactions from being processed against the PO. If you are still expecting an invoice, e-invoice or credit note to be matched to a PO do not use Finally Close. 1. Go to Buyers Work Centre and find the order you wish to finally close. 2. Navigate to the Select Order field, which defaults in with Update. Click on the drop down list and select Finally Close. 3. Click Submit and the Finally Close Standard Purchase Order screen displays with a warning message. 4. Enter a Reason and then click on Apply. 5. The Orders screen displays again and the Status of the order is Finally Closed. Version 10.0 7-Jun-16 Page 8 of 9
Finally Closing a PO line Note Finally Closing prevents any further transactions from being processed against the PO. If you are still expecting an invoice, e-invoice or credit note to be matched to a PO do not use Finally Close. 1. Find the purchase order via the Buyers Work Centre that has the line that is to be finally closed and make note of the PO number. 2. Click on the Lines tab. 3. Navigate to Add Another field and from the drop down list select Order, then click Add. 4. Complete the Order field with the PO Number. 5. Click Go and all lines of the purchase order will display. 6. Ensure you click the Radio Button for the correct line. 7. Navigate to the Select Line field and from the drop down list select Finally Close. 8. Click Go. 9. The Finally Close Line 1 screen displays, where you enter the reason for Finally Closing the line. 10. Click Apply. 11. The Lines tab will display with the lines of the order and the relevant line will have a status of Finally Closed. Version 10.0 7-Jun-16 Page 9 of 9